Maine State Government
Dept. of Administrative & Financial
Office of Information Technology (OIT)
OIT Data Center Access Control Procedure
It is the responsibility of the Enterprise Operations and
Monitoring (EOM) section of Core Technologies Services (CTS) to provide a
secure, stable physical environment for servers and mainframes.
The purpose of this document is to clarify the process by
which employees, contractors, vendors, and other individuals are authorized for
access, and the conditions for controlling that authorized access. EOM must be
able to guarantee that the physical environment is maintained and operated in a
professional manner equivalent to what one would expect of a commercial
This procedure applies to access to OIT Data Centers. This procedure must be adhered to by any and
all persons who may have occasion to enter these Data Centers for any reason.
Center Visitors: Data Center Visitors
are responsible for complying with this procedure.
Operations and Monitoring: EOM staff and
management are responsible for implementing, monitoring, and enforcing this
Management: OIT management is
responsible for maintaining a list of employees and contractors who have passed
the Maine State Police Background check and who also have work duties which
require a physical presence in a Data Center.
D. Security: Security Officers (contract security staff)
are responsible for monitoring access requests under the RFC process as
detailed in this procedure.
Personnel: Managers and Supervisors are
responsible for enforcing procedure compliance by Data Center Visitors under
their supervisory control.
A. General procedures regardless of access level:
- All persons, regardless
of their method of entry, must make a log entry in the log book inside the
OIT Data Centers listing all of the following:
- their name
- a description of the
reason for their entry, a Request for Change (RFC) number, an EOM Project
footprints ticket number, or a Customer Support Project Footprints Ticket
- the date and time of
- the date and time of
- Handwriting will be
legible and narratives will be sufficiently descriptive to indicate the
nature of the problem being worked on.
Log entries such as “Server”, “GIS”, “Network”, or “Service” are
not acceptable and will be reported to management as a violation.
- ALL personnel are
required to use their access card at the card reader outside the Data
Center when entering the Data Center, including when in a group, and even
if their card is not authorized to grant access. The action will be automatically recorded
in the access control system log files and can be compared to the sign-in
book if necessary.
- Personnel are expected to
notify Facility Services in advance of any known electrical needs,
physical server changes, or any other action involving the electrical
power system or physical connection to the network through the use of a
footprints ticket under the OIT Facilities project (Work Order) or the OIT
Change Management Project (RFC) as appropriate. Personnel must not plug equipment into any
connection or make any other physical changes without authorization from
Facility Services personnel as recorded in these tickets, as a circuit
overload may result.
- All visitors without
access privilege will be escorted by authorized personnel.
- Authorized staff members
will be totally responsible and held accountable for an escorted
individual’s or group’s actions at an OIT Data Center.
- On occasion (e.g.,
weekends when there may be only one individual on duty), the Data Center
may be unstaffed for a short period of time for breaks. During these
‘after hours’ times, the operators will carry a cell and/or pager. The contact number(s) will be posted on
the wall just above the ‘Sign-in Book’ inside the Data Center.
- Anyone responding to an
automated contact by WEBNM or some other form of ‘call home’ system must
follow procedures as outlined in this document.
- If Standard Operating
Procedures (SOP) are not sufficient to resolve a given situation, then escalation
will be initiated based upon the Duty
Guidelines and Procedures
1. 24/7 Access (24 hour access 7 days per
24/7 access permission is reserved for EOM, Security Officers and
personnel authorized by supervisors.
All other persons are considered Data Center Visitors.
2. Daytime access (6
AM – 6 PM Monday through Friday, No Holidays):
will select a limited list of staff members for Data Center support
between the hours of 6 AM to 6 PM, in order to keep the large number of
personnel down to a controllable number.
other personnel needing access to any Data Center must be escorted by staff
having an authorized entry card.
3. Off-Hours and Emergency Access (6 PM to 6 AM
Monday through Friday, Holidays, and weekends):
Off hours access to Data Centers are subject to the following:
must appear on a pre-approved 24/7 list such as the OIT Duty Roster or EOM
be escorted by staff on a pre-approved 24/7 list,
reference an OIT Change Management project Request For Change (RFC)
number. (See OIT Change Management RFC procedure below)
have an Authorizing Agent (see definition below) notify EOM Duty Operator
of access approval to OIT Data Center (See Emergency Access Customer Support Ticket procedure below)
access will be granted for a maximum of 24 hours only. If access is required beyond that, the
task should be transferred to an emergency RFC.
4. Pre-Approval process (General):
- Individuals must pass a Maine
State Police (MSP) background check as detailed in the Physical
Access Card Request Form for OIT Areas
request form before they may be granted approval for badge access to OIT
- Supervisor approval is
required for specific job duties requiring physical presence in the Data
- Vendors, Contractors,
outside Agency personnel and other visitors whose presence is regularly
required to support Data Centers may be granted pre-approved access (see Physical
Access Card Request Form for OIT Areas). Depending on the frequency of the access
requirement, the individual may be issued a permanent badge. Individuals who are not pre-approved
will be accompanied and escorted by pre-approved personnel.
5. Pre-Approval process (OIT Change Management
RFC) – Security Staff Procedure
- RFC must include the
beginning and ending dates and times of access as well as names of those
- In order to enter or
modify the dates and names, the user must select the appropriate Data
- If the access begin and
end times are the same or if the end time is before the begin time, access
cannot be granted.
- Security staff will
routinely monitor RFCs that are assigned to the OIT-Building-Access group. They will:
Compare the names listed in the RFC against a list of
individuals who have passed a MSP background check.
Submit a request to Building Control Center (BCC) through
their E-Logger system to apply the appropriate access level to the named
individuals and the Start and End date/time of the access.
Update the RFC indicating the E-Logger log number.
- BCC staff will update the
access for the requested individuals prior to the start time, and revoke
the access after the requested end date/time.
6. Pre-Approval process (Emergency Access Customer
Support Ticket) - Enterprise Operations and Monitoring Emergency Access Procedure
- EOM staff may approve
OIT staff for Data Center access under the following conditions:
- When an SOP requires
them to call in support staff to respond to an incident.
- When contacted by an
authorizing agent (see definition below) who will approve support staff
for emergency off hours Data Center access to respond to an incident.
- EOM Staff will create a
Customer Support ticket or update an existing Customer Support ticket
documenting the incident.
- New tickets should be
filled out as normal documenting the incident.
- EOM Access
Authorization section of the ticket must be completed on new and existing
tickets (see SOP for authorizing access).
- EOM staff will submit an
E-Logger request to building control to add the appropriate access
level(s) to the requestor(s) card(s) (see SOP for submitting E-Logger).
- EOM staff will submit an
E-Logger requesting removal of added access level(s) from the requestor(s)
upon notification of ticket closure, or after 24 hours, whichever is less.
1. Authorizing Agent – An authorizing
agent is an on-call responder, the on-call duty manager, or another OIT manager
who can vouch to the EOM staff that a specific individual requires access to
OIT Data Centers for a specific reason.
2. Data Center – A room managed by EOM for
the purpose of providing optimal environmental, power, and security conditions
for the operation of State of Maine critical information processing hardware.
Visitor – A Data Center visitor is any person who is not part of EOM,
Security staff or an authorized employee and therefore does not have permanent
24/7 access to the Data Centers.
4. Duty Roster – A list of support
personnel and Duty Manager who are responsible for addressing problems
encountered with various OIT areas and systems when established Standard
Operating Procedures (SOP) are insufficient to resolve the situation.
5. EOM – Enterprise Operations and Monitoring
OIT Access request form: http://inet.state.me.us/OIT/EForms/Net/AccessRequest/Default.aspx
Duty Roster http://csn.state.me.us/login.php
(You must log in with your AD credentials to access this information).
Initial Issue Date: April 2, 2012
Latest Revision Date: November 19, 2014 – to update
Point of Contact: Derek Mullens, Sr. Information System Support
Specialist, Office of Information Technology, 207-624-8803.
By: James R. Smith, Chief Information
Officer, Office of Information Technology,
Position Title(s) or Agency
Responsible for Enforcement: Kevin St.
Thomas, Enterprise Security Officer, Office of Information Technology,
Legal Citation: 5 M.R.S.A. Chapter 163 Section 1973
paragraphs (1) B and (1) D, which read in part, “The Chief Information Officer
shall:” “Set policies and standards for the implementation and use of
information and telecommunications technologies…” and “Identify and implement
information technology best business practices and project management.”
Waiver Process: See the Waiver Policy.